Senior Administrative Assistant

ZS • Chicago, IL

2d • Hybrid

About The Position

ZS is seeking an experienced senior administrative professional to support executive-level enterprise leadership in its Chicago Merchandise Mart office. The role provides administrative and operational support, project coordination, and opportunities to develop relationships with stakeholders. The successful candidate will be highly organized, self-directed, collaborative, and able to manage critical tasks and ad hoc projects. Strong interpersonal and Microsoft Office skills are required.

The position supports enterprise executives and leadership teams through scheduling, travel planning, expense processing, meeting coordination, communications and documentation, deliverable preparation, troubleshooting, recruitment participation, onboarding, mentoring, and internal initiatives. The role works with ZS teams across the United States and India and uses available resources, including AI-enabled tools, to create efficiencies. The stated work hours are 8:30 a.m. to 5:00 p.m.

The role follows ZS’s hybrid working model, combining work from home with on-site presence at client or ZS offices for the majority of the week. Travel may be required as dictated by client and business needs for client-facing employees.

Requirements

• High school diploma required.
• At least three years of relevant administrative or executive assistant experience required, preferably in a professional services environment.
• Fluency in Microsoft Word, PowerPoint, Excel, and Outlook, as well as travel and expense reporting applications.
• Strong oral and written communication skills and fluency in English.
• Professional appearance and demeanor, with the ability to exercise good judgment and discretion.
• Attention to detail, dependability, and punctuality.
• Proactive self-starter able to manage varied tasks and meet deadlines.
• Ability to work independently and as part of a team in a demanding environment.
• Client-first approach, commitment to high-quality work, and collaborative approach to problem-solving.
• Authorization to work in the United States without current or future employer visa sponsorship.
• Submit an online application including a full set of official or unofficial transcripts.

Nice To Haves

• Post-secondary education or an Associate’s or Bachelor’s degree.
• Experience in a professional services environment.
• A sense of humor.

Responsibilities

• Partner with stakeholders to anticipate needs and increase the productivity of enterprise executives.
• Prepare domestic and international travel logistics, including itineraries and visa coordination.
• Provide advanced scheduling support, including appointment, calendar, meeting management, and calendar empathy.
• Process expense reports and invoices in accordance with firm policies and compliance guidelines.
• Coordinate leadership meetings, including calendars, agendas, audiovisual and IT support, facilities, hotel accommodations, and catering.
• Work with ZS teams across the United States and India.
• Assist with communications and documentation, including correspondence, request tracking, shared project files, contracts, and meeting materials.
• Support preparation and quality review of deliverables, including formatting, proofing, and coordinating updates to presentations, reports, and supporting documentation.
• Identify and address problems and troubleshoot with internal and external stakeholders.
• Participate in the administrative team recruitment process.
• Facilitate onboarding of new team members, including welcome activities, client system access, and compliance training access.
• Mentor and train new hires and junior team members and contribute to knowledge sharing and local learning initiatives.
• Lead and drive internal initiatives and contribute to firm service initiatives within the local office.
• Complete administrative processes and assist with special projects as requested.
• Use available resources, including AI-enabled tools, to create efficiencies.
• Provide backup support as needed.

Benefits

• Comprehensive total rewards package supporting health and well-being, financial future, time away, and professional development.
• Skills-building programs and professional development opportunities.
• Multiple career progression paths and internal mobility.
• Flexible and connected hybrid working model.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED